Tag Archives: Europe

Job: Records Management Consultant

7.18.17 –  Records Management Consultant
WIPO Headquarters Geneva, Switzerland

Name of unit/sector: Records and Archives Section, Conference and General Services Division
Expected duration of assignment: 5 months full-time equivalent (Possibility of extension to be determined)

Open until 20 July 2017

1. Objective of the assignment

The Records Management Consultant will work with the Records and Archives Section (RAS), Conference and General Services Division, and the IT Enterprise Architecture Division (EAD) to strengthen the management of records and archives at WIPO in the context of an ongoing project to implement an Enterprise Content Management (ECM) system using the OpenText Content Suite. The Consultant will support the development and adoption by WIPO business units of good records management (RM) practices consistent with business needs and with a strengthened internal regulatory framework for records and archives management.

The Consultant will also support RM-related communication linked to the ECM project, and will assist RAS, EAD and the project team in consultations on relevant issues with the ECM external implementing partner.

2. Responsibilities

Under the supervision of Records and Archives Section, review existing and proposed elements of the RM framework for consistency with best practice standards and with WIPO’s business needs; identify gaps and propose solutions.

Support a smooth transition to records and archives management in the OpenText ECM environment by assisting WIPO business units to develop their filing plans; to improve the management of their own records and archives; to understand the use of the OpenText ECM system for records lifecycle management; and to implement records retention schedules.

3. Deliverables/services

Deliverables and services will be provided in three overlapping phases.

Phase 1 – RM framework

a. Review of the following elements of the RM framework for consistency with best practice standards, with WIPO’s business needs, and ECM integration; identify gaps and propose solutions:
• The updated WIPO Records and Archives Policy
• WIPO RM Classification Scheme
• Consolidated Records Retention Schedule
• FAQs and practical guidance for publication on the Intranet

Phase 2 – ECM “subprojects” 

For each business unit involved in the first three ECM subprojects (i.e. those scheduled for roll-out in 2017), the Consultant will:

a. Assist  managers and records administrators to modify their filing plans consistent with business needs and with WIPO’s overall RM Classification scheme;

b. Mentor managers and records administrators on the practical application of lifecycle records management, including:
i) File new records correctly and consistently using the unit’s filing plan;
ii) Identify any business-specific classifications for inclusion in the RM Classification;
iii) Identify business-specific metadata to be added at the filing plan folder level or to individual records;
iv) Inventory existing business unit information holdings:
• identify records as distinct from non-record information;
• note security and handling requirements;
• verify the accuracy of document types listed in the unit’s records retention schedule and the inventory of items transferred by the unit to archives;
• identify records to be migrated to the OpenText Content Server;
v) Implement disposition actions, including the “Sort” action, before migration;
vi) Recommend modifications to existing records retention schedules, if needed;
vii) Monitor and report on activities, and document observations;
viii) Identify opportunities to save costs; simplify and enhance processes, systems and documentation; and recommend changes; and
ix) Identify legal, regulatory, information security, records management or software issues requiring resolution, and refer for advice or action as needed.

Phase 3 – Preparation for Organization-wide roll-out of ECM records management capabilities 

a. Recommend changes in resource levels, if any, on the basis of documented observations, monitoring reports and experience gained in subprojects 1 through 3;
b. (Time permitting) assist selected managers and records administrators to modify existing filing plans consistent with business needs and the RM Classification scheme.

4. Reporting 

The ICS Contractor will report to the Head, Archive Unit, Records and Archives Section under the overall management of the Acting Director, Conference and General Services Division, and will liaise closely with the ECM project team in EAD.


5. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)

Essential:
a. University degree in a relevant discipline
b. At least 6 years of relevant professional experience as a records manager or archivist in an electronic environment;
c. Knowledge of the OpenText Content Suite or similar ECM systems; and
d. Ability to communicate fluently in English.

Strongly Desirable:

a. Ability to communicate fluently in French;
b. Experience performing a similar role on an ECM project;
c. Experience of developing and implementing records and archives management best practices in an organization.

6. Duration of contract and payment

We expect the deliverables and services, as listed in 3, above, to be completed within 5 months (by end 2017) in line with the projected delivery of the first three ECM sub-projects by the external implementation contractor.  The possibility of extending the contract will be reviewed after 3 months.

Payment will be effected on a Time Material basis with a monthly time sheet.

Applicants are requested to provide an indication of their remuneration expectations in Swiss francs.

ICS contractors fall outside the coverage of employment contracts for WIPO Staff members and are not subject to the WIPO Staff Regulations and Rules. The contractor has no entitlement to vacation or sick leave, except for WIPO official holidays, or to medical insurance or staff pension. Absences from work will be deducted from the contractor’s payment on a pro-rated basis.

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Job: Records and Archives Expert

7.13.17 –  Records and Archives Expert
Bank for International Settlements, Basel, Switzerland

Purpose of the job:

We are looking for a Records and Archives Expert to manage the Bank’s physical archives and digital records in accordance with the applicable document and information management regulations and objectives. The successful candidate will ensure that the Bank’s historically valuable documents and current records are preserved and organised to the highest standards possible. This requires the conceptual development, implementation and maintenance of an efficient and secure electronic archiving environment, including long-term preservation and disposal, within the framework of the Bank’s existing information management systems. The role also responds to internal requests and oversees the provision of an external research service.

Qualifications and skills:

  • We are looking forward to meeting candidates with university degree in records management or archiving, in information management, or an equivalent professional qualification.
  • The ideal candidate has experience in managing archives repositories, with proven track record working with born-digital or digitised materials. He/she has a qualification in project management, business process analysis and specifically in electronic records management and archiving system. Experience working with external researchers is desirable.
  • He/she is an excellent team player, with good communication and interpersonal skills; is able to work independently to tight deadlines; is a self-starter; has absolute discretion in treating confidential and restricted information; has strong customer orientation and strong analytical skills; has a  hands-on, practical approach; is prepared to work occasional overtime if required; has a good understanding of specific records and archives management issues, including internal and external user research requirements; has a knowledge of relevant international standards and familiarity with electronic document and records management systems (EDRMS) and cataloguing tools.
  • The successful candidate is proficient in English. Additional knowledge of German and/or French is a plus.

Work experience:

At last five years of relevant job experience in electronic records management and managing physical archives.

The BIS’s head office is located in Basel, Switzerland, with representative offices in Hong Kong SAR and Mexico City. We are able to recruit globally, regardless of nationality, and offer competitive employment packages. The BIS employs staff on both open-ended and fixed-term contracts. However, all new entrants are initially recruited on a fixed-term basis. The BIS is fully committed to equal opportunity employment and strives for diversity among its staff. We encourage applications from female candidates.

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Job: Senior Library Assistant

6.5.17 –  Senior Library AssistantSenior Library Assistant
OSCE Office for Democratic Institutions and Human Rights, Warsaw, Poland

Sarah P’s comments: Please note the deadline is tomorrow June 6th. Also, vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states.

 

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. ODIHR was tasked to serve as a collection point for information and statistics on hate crimes, including on forms of violent manifestations of racism, xenophobia, discrimination and intolerance and to report regularly on these issues. The Tolerance and Non-Discrimination Information System (TANDIS) virtual library and the Hate Crime Reporting website (hatecrime.osce.org) were developed as public websites to disseminate information on these issues.
The Senior Library Assistant reports to the Associate Web Editor. The incumbent is responsible for records and information management; for providing research assistance by retrieving information, conducting research in programmatic areas; and for data input, evaluation and verification on the department’s virtual library. The incumbent supports Tolerance and Non-discrimination Department’s (TND) Web Editor and works with the Information Management Assistant to maintain the department’s web and information management tools. The incumbent also assists TND thematic advisors, programme officers and management to identify new and relevant resources and provides research support.

Tasks & Responsibilities:

Under the general guidance of the supervisor, the incumbent performs the following functions:
1. Researching, collecting, summarizing, and disseminating information and resources on tolerance and non-discrimination issues, including:
– Researching, collecting and uploading relevant resources (such as reports and publications by OSCE/ODIHR, international organizations, governments, academics and civil society groups) on tolerance and non-discrimination issues, with an emphasis on hate crime;
– Preparing briefing and background materials summarizing information on tolerance and non-discrimination issues in consultation with TND’s staff and management;
– Maintaining and seeking to develop networks for sharing information and best practices related to documenting tolerance and non-discrimination issues within OSCE/ODIHR and externally.

2. Selecting, maintaining, cataloguing and evaluating documentation for TND’s online platforms, including its virtual library and the Hate Crime Reporting website, including:
– Preparing and publishing relevant documentation and resources on TND’s online platforms;
– Supporting the modernization of TND’s online platforms by participating in the conceptualization of various technical improvements, overseeing the daily maintenance of the virtual library:
– Identifying technical difficulties and supporting the transition to new systems, in collaboration with the web editor, ODIHR IT and external developers.

3. Overseeing TND’s physical and digital collections, including:
– Maintaining, organizing and administering the Department’s digital and physical collections by cataloguing, indexing and curating physical and digital resources;
– Serving as the Department’s focal point for records management, ensuring consistency in the application of OSCE/ODIHR procedures across ODIHR;
– Ensuring the respect of OSCE guidelines and international best practices in the department’s information management.

4. Providing internal training on relevant information management procedures and software as required to internal users.

5. Performs other related duties as assigned.

Necessary Qualifications:

Completed secondary education supplemented by formal studies in information and library sciences;
• Six years of demonstrated working experience with information, knowledge and library management, including use of library management software and other relational databases;
• Excellent written and oral communication skills in English; knowledge of other OSCE languages, notably Russian, is desirable;
• Demonstrated experience of working in a library, documentation or information centre, emphasis on human rights, law, international affairs is preferred;
• Demonstrated knowledge of current library standards for cataloguing, indexing and classifying digital and physical resources; familiarity with latest trends in information and knowledge management;
• Experience in providing research support is strongly desired; familiarity with human rights information and content analysis tools is strongly desired;
• Experience with tolerance and non-discrimination issues is an asset;
• Initiative and sound judgment, strong organizational skills and ability to work in a team;
• Excellent communication and analytical skills;
• Ability to work under pressure;
• Attention to detail and accuracy in keeping databases, managing records and collections is essential.
• Demonstrated ability to work in a multinational environment, showing cultural and gender awareness throughout their work.

Core values

  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work

Core competencies

  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)

  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Remuneration:

Monthly remuneration, subject to social security deductions, is approximately PLN 8,400. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee’s salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.
Appointments are made at step 1 of the applicable OSCE salary scale.

How to Apply:

If you wish to apply for this position, please use OSCE’s online application link found under http://www.osce.org/employment.
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.
Only the OSCE on-line applications will be accepted and short-listed applicants contacted.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states.
No application fees or information with respect to bank account details are required by OSCE for our recruitment process.
Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

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Internship: Traineeships in the Information Management Division

6.5.17 –  Traineeships in the Information Management Division
ECB (European Central Bank), Frankfurt, Germany

Sarah P’s comments:  Note that deadline is in 2 days…just received word on this one. Also note this position is restricted to: nationals of the Member States of the European Union.

 

Reference: 2017-140-TRA
Closing Date for Applications: Wed, 7 Jun 2017
Functional area: Secretariat
Function: The Directorate General Secretariat of the European Central Bank (ECB) is seeking applications from recent graduates in librarianship, archives and/or records management to participate in a traineeship in its Information Management Services Division (IMS) for an initial period of up to six months.
IMS is responsible for the following tasks:

  • developing, maintaining and guiding the implementation of information management policies and procedures, and providing records management services, including in the area of data protection;
  • managing the ECB’s physical and electronic archives and arranging for the disclosure of archived information when required, as well as the disposal of information in accordance with the ECB’s information retention policy;
  • managing the ECB library and providing staff with print and electronic publications and information services;
  • supporting the further development of enterprise content management and coordinating the selection of systems and tools for: (i) the archives and library, (ii) collaboration, and (iii) document and records management;
  • providing related practical training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks, the European Systemic Risk Board and the Single Supervisory Mechanism.

The Division is divided into four teams: Archives, Library, Information Management Policy and Records Management, and Information Management Solutions.
As a Trainee, you will contribute to a selection of the following tasks carried out by the Library, Archives, and Information Management Policy and Records Management teams, according to your expertise:

  • assisting in developing and updating the ECB’s information management policies, procedures and guidelines;
  • streamlining and raising awareness of staff guidance material in order to encourage adherence to the ECB’s information management policies and procedures;
  • compiling an inventory of the ECB’s information-holding systems and helping to assess their compliance with the ECB’s information management policies and procedures;
  • quantitative and qualitative monitoring and reporting on information management practices;
  • arranging and describing archival or library holdings (including audio-visual material) according to recognised standards;
  • acquiring and appraising archives’ material to meet business needs;
  • assisting in carrying out sensitivity reviews of archival records;
  • specifying and/or testing functional requirements for records management and electronic archives management;
  • providing reference services at the Library Welcome Desk using print and electronic resources;
  • supporting the development of tailor-made information services to meet business and research needs through the scanning of literature and the use of news monitoring services, online databases, etc.;
  • contributing to the Division’s information management projects, for example: digital archiving and preservation, digitisation of media assets, implementation of retention, mobile reading.
Qualifications and experience: You will bring to the role:

  • a bachelor’s level qualification in librarianship, information, archives and/or records management or, if your first degree is not in this field, a postgraduate diploma, master’s or higher degree ̶ or enrolment in such postgraduate studies ̶ in any of these subjects;
  • an advanced command of English;
  • a moderate command of at least one other official language of the EU;
  • a working knowledge of MS Office, such as Word, Excel and PowerPoint;
  • ideally, knowledge of document management systems, such as OpenText Livelink;
  • ideally, knowledge of library management systems, such as Ex Libris Alma.
Competencies: You will also bring with you, your ability to: communicate effectively, understand customer needs and provide user-friendly services, work as part of a team, take initiative and innovate, analyse information and organise your own work.

Further Information: Traineeship of six months, with the possibility of an extension to up to 12 months in total in the same business area or elsewhere within the Directorate General Secretariat.
The offices are modern and well equipped, but you will have to share office space.
Some tasks are physically demanding and you may have to work in conditions typical for book and record storage areas, particularly when processing and retrieving material from basements or locations at some distance from the offices.

How to apply: Applications are to be made in English and submitted using our online application form. An “Applicants’ Guide” can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise and a telephone interview.

Before applying, applicants should check that they meet the conditions set out in Article 4 of the rules governing the traineeship programme:
https://www.ecb.europa.eu/careers/what-we-offer/traineeship/html/index.en.html

Further information on the ECB’s traineeships can be found via the above link.

Applicants are accepted from nationals of the Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.

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Internship: Library Consultant

5.11.17 — Library Consultant Internship
OCLC, Leiden, Netherlands

You have a life. We like that about you.

At OCLC, we believe you’ll do the best work of your life when you’re living the best life possible. We work hard to build the technology that connects thousands of today’s libraries. But we also work hard to make a job at OCLC a meaningful part of a balanced life- not a substitute for one.

The Job Details are as follows:

This challenging internship with the largest co-operative for library services in the world is focused on expanding our services in the French market.

In our EMEA headoffice in Leiden, Netherlands we offer the right candidate in Information sciences the opportunity to learn and experience our commitment to service Libraries world wide. The team in Leiden is multi origin including French native speakers. The tasks consist of supporting the writing, editing, and producing proposals outlining OCLC’s solutions that are in response to Requests For Proposal (RFP), Requests For Information (RFI), and similar requests from OCLC users, prospective users and OCLC staff. will learn to understand the OCLC sales process, including positioning, pricing, packaging, and the strategies used for each service and type of library/group.

We are looking for a native French speaker with the following skills:

  • A bachelor’s degree in information science, speciliazed in library, library automation, or and/or technical and business writing experience.
  • Document editing, proofing and formatting ability with a high attention to details.
  • Highly organized and be capable of performing well in deadline-intensive environment.
  • Good English language skills and other languages a plus.

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Job: Communications Officer

4.26.17 –  Communications Officer
IFLA Headquarters, The Hague, The Netherlands

 

The International Federation of Library Associations and Institutions (IFLA) Headquarters is looking for an experienced Communications Officer to join a dynamic team and global project.

Over the next ten years, IFLA, will transform public libraries, the library field and itself through concerted and coordinated efforts at the global, regional, and national level. While the ultimate benefit of this work will be seen at the local level through better library services – services helping more people gain literacy, find employment, improve their health, etc. – the effort will be aimed at specific changes in how libraries are led, assessed, and connected. IFLA has outlined a number of activities to initiate this transformation and a key to their success will be the ability to enhance communications and connections between IFLA, its organisational members and individual librarians around the world. The activities should contribute to strengthening IFLA brand. By enhancing impact of its communication actions, IFLA also seeks to widen its audience beyond library and information professionals, attracting international organisations, government, business and enterprise.

For more information on key areas of responsibilities, and how to apply, please visit  https://www.ifla.org/node/11326

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Job: Lower School Librarian

4.11.17 –  Lower School Librarian
Zurich International School, Switzerland

Sarah P’s comments: Another position in Switzerland with overall good reviews though it is noted that the cost of living is high.

 

The Zurich International School is an independent day school in the Greater Zurich Area. We offer a well rounded curriculum in English to approx. 1500
students from all over the world, aged 3 to 18 years.

Qualifications

Applicants must have at least 2-3 years of previous experience in a pertinent
subject area/discipline, preferably at an international school. Teaching
certification is required for all positions.

Applicants must furnish evidence of:

  • Teaching license including specialism
  • BA / BSC or equivalent university degree
  • Integration of technology into curriculum
  • Leads and organizes the work of other library
    staff and/or student volunteers;
  • develops and implements an effective plan for providing an information
    literacy program and a collection of resources which promotes the
    philosophy, goals, and objectives of the school, and meets curriculum
    needs
  • assists students in identifying, locating, and interpreting information
    required for research purposes
  • offers teachers assistance in using information resources and
    incorporating information literacy skills in the classroom curriculum
  • encourages independent reading by students by providing library
    materials appropriate to a variety of student interests, ability levels, and
    ethnic origins.

Please forward application online on:  www.zis.ch

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